Responsible for oversight and management of the academic program of approximately 200 PhD students in the CS graduate program. Will coordinate and manage activities related to academic affairs - including recruitment, admissions, advising, scheduling, financial services, data management, student services, and event planning
Recruitment and Admissions:
Oversee and manage the application process for students interested in the CS and JHUISI graduate degree programs.
Respond to applicant inquiries.
Schedule campus visits with prospective students.
Actively recruit prospective students.
Access and maintain student application data and make accessible to CS and JHUISI faculty for review.
Assess transcripts, GPA, GRE, and TOEFL scores relevant to graduate admissions.
Work closely with faculty, the WSE graduate office and the WSE Development Office on WSE student fellowship awards – identifying available funds and matching with student applicants.
Plan and organize annual Graduate Visit Weekend event. Design and create visitor information packets, reserve space for group events, coordinate catering as needed.
Manage communications and responses from admitted students.
Coordinate and manage documents and process for enrolling new students.
Advise international students on necessary documents and processes for enrollment.
Arrange I-20 distribution requests for international admits.
Review and update program information on department webpage.
Collaborate with Communications Specialist regarding program specific content for marketing materials. Generate statistical reports related to application and admission data.
Organize and administer new student orientation sessions including communications and room reservations. Provide assistance with catering, set up and clean up as needed.
Advise and assist students with academic, financial and administrative concerns. Maintain student records including student study plans.
Oversee student registration.
Advise students on academic requirements and assign academic advisors.
Provide a safe environment for students to talk about concerns and plans. Evaluate and refer students as appropriate to Counseling Center, Academic Advising, Office of Student Life, etc. Follow up on individual students as necessary.
Create and manage electronic database for student related data.
Carefully verify and report completion of student requirements to the Graduate Board.
Learn and assist faculty with the frequently changing electronic application systems as well as the student entry support system (SIS), student health insurance and tuition tracking system (DGA) and graduation systems, both electronic and manual.
Coordinate scheduling of student oral exams and dissertation defense presentations. Disseminate results to the appropriate offices and update departmental student records related to these results.
Ensure accurate entry of student funding information in online Slate, SIS and DGA student databases for ~200 graduate students.
Communicate with the Office of the Dean of Students and Academic Affairs on unique student circumstances, special students, disciplinary actions, tuition or other financial support issues.
Coordinate with graduate program director and other faculty to develop, write and distribute annual student evaluations.
Assist alumni in resolving international, transcript and degree verification issues.
Prepare various letters for students for travel, late registration, employment, funding, OPT, CPT, visas and part-time registration.
Work closely with CS PhD students and external funding entities regarding coordination, submission and follow-up of student fellowship applications.
Maintain all documents and records for applicants, active students and alumni.
Compile and submit data for CRA Taulbee, NSF/NIH, US News and World Report and other national surveys.
Manage a budget of approximately $$1.1M for student teaching assistant (TA) financial support (stipend, tuition and health insurance) including monthly reconciliation of expenses.
Manage and process updates to student support by obtaining and organizing budget information for payroll and DGA each semester.
Enter payroll information in SAP for ~100 PhD students.
Track student support and advise faculty when student support is scheduled to end or change status.
Review student default account on a regular basis to process transfers to appropriate funding sources.
Manage expenses related to PhD orientation and PhD visit weekend events.
Recommend and implement new policies and/or update existing policy structure. Advise faculty regarding changes to any student and academic related policies.
Serve on various committees, subgroups and focus groups regarding improvement to academic related policies and processes.
Participate in school academic/graduate program coordinator meetings.
Meet with security investigators doing background checks for current and past students who are applying for security clearances.
This position communicates formally and informally to share information and resolve problems with the Graduate Affairs and Admissions Office, Registrar's Office, Graduate Board, WSE Office of Academic Affairs, Office of International Student and Scholar Services, Payroll Department, Financial Aid office, department faculty, other Homewood and East Baltimore academic departments and faculty, and current and prospective students. Makes recommendations to department chair, administrator, and faculty committees regarding academic policies and procedures, student morale issues, etc.
Successful candidate must be open to learning new systems and procedures, outgoing, detail-oriented, independent and proactive. Good communication skills essential. Familiar with and uses standard computer and office equipment and standard software applications. Familiarity with SAP and ISIS preferred. Position will also assist with general office responsibilities as time permits.
Bachelor's degree is required.
Three (3) years of progressively responsible and related experience.
Additional education may substitute for experience to the extent permitted by the JHU Equivalency Formula.
Special skills and knowledge:
Ability to provide high-level support in academic matters to the Chair, Director of Graduate Studies, faculty and students.
Independently interpret and communicate University academic and business policies and processes related to the students.
Strong organizational, administrative and problem-solving skills.
Ability to work independently and proactively.
Ability to manage and track large amounts of diverse data related to student applications, admissions, enrollment, payroll, academic progress.
Ability to interact with staff of all levels within the organization, keep projects moving forward and motivate team members to perform.
Proven ability to assess priorities, with the ability to respond quickly to changing needs and to balance competing responsibilities.
Excellent written and oral communication skills, with the ability to clearly relay information among faculty, staff and students.
Skill in negotiating ambiguous situations.
Knowledge of software applications such as SIS, Slate Microsoft Office Suite, and SAP.
In depth knowledge of University academic policies and procedures.
In depth knowledge of departmental fellowship terms and conditions.
Ability to exhibit a manner of professional behavior that will promote positive interactions between faculty, staff, students and external clients, and enhance the public image of the University.
Classified Title: Academic Program Administrator Working Title: ACADEMIC PROGRAM ADMINISTRATOR Role/Level/Range: ACRP/03/MC Starting Salary Range: $55,000 to $62,000 per year Employee group: Full Time Schedule: MTWTF Exempt Status: Exempt Location: 01-MD:Homewood Campus Department name: 10001488-Department of Computer Science Personnel area: Whiting School of Engineering
The successful candidate(s) for this position will be subject to a pre-employment background check.
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